What every contact record should capture
A business card tells you who. Meeting notes tell you what to do next.
- Identity and source
- Company, contact, role, language and fair edition.
- Specific need
- Product, use, timing and information the person requested.
- Agreed action
- What to prepare, who owns it and when to reconnect.
Organise follow-up for quotations, samples and technical questions
Record the action, required materials and owner for each request so the team can handle follow-up.
| Request | Handover material | Next action |
|---|---|---|
| Quotation | Product, quantity, specification and trade terms. | The quotation owner completes the details and replies. |
| Samples | Model, sample reference, intended use and delivery. | Confirm sample status and dispatch arrangements. |
| Technical check | Questions, drawings, specifications and open points. | Pass the questions to the appropriate technical owner. |
| Later conversation | Interest and the agreed time to reconnect. | Set a reminder and follow the agreed scope. |
Review the fair’s records and results
Use the same contact group and observation period to understand results.
- Is the list complete?
- Remove duplicates and add missing meeting or sample records.
- Were requests answered?
- Check that materials, quotations and technical replies reached the right people.
- Can results be checked?
- Count documented enquiries, quotations and actions; leave uncollected results blank.
What to share with us
One last check before sending
- Materials match the request
- Models, numbers and attachments are correct
- Owner and next action are clear
- Further contact reflects the person’s preferences